Signup Crew Help Center
Frequently Asked Questions
Quick answers to common questions. Browse the full Help Center when you need more detail.
What is the difference between a Volunteer Event and an RSVP Event?
A Volunteer Event lets people choose available shifts. An RSVP Event records a primary attendee and any allowed guests for one Event time. Choose the type when you create the Event; the workflows and reports stay separate.
When does RSVP registration close?
It closes at the date and time you set. If you do not set one, registration stays open until the Event ends.
Read the full guide: How RSVP registration, capacity, and waiting lists work
Can I duplicate an Event?
Yes. From Events, open the Event actions and choose Duplicate Event. Choose a new start date. Signup Crew creates a private draft with shifted dates for review; registrations, attendance, and communication history are not copied.
Can I archive an Event?
Yes. Archiving removes an Event from normal working views and makes its public page unavailable while preserving history. Restore it from Archived.
Read the full guide: Understand Current, Past, and Archived Events
How do I delete or cancel an Event?
An Organization Owner opens the Event and chooses Edit Event. Delete Event permanently removes an empty Event only when it has no participant or other protected history. If the Event has history, use Cancel Event to close participation, preserve the record, and notify active participants where applicable. Use Archive Event from the Event row when you only want to remove an Event from normal working views and may need to restore it later.
Read the full guide: Understand Current, Past, and Archived Events
How do I invite someone to help with an Event?
Open the Event and choose Event Staff. An Organization Owner or Organization Administrator can enter an email and choose Event Manager or Event Staff. Existing accounts receive access; new users receive an invitation that expires after seven days.
How do I transfer Organization ownership?
Email support@signupcrew.com. Ownership transfer is currently Support-assisted and audited. The proposed new Owner must already have active Organization access. Every Organization must retain an active Organization Owner, so the final Owner cannot be removed before ownership is transferred.
What can an Organization Administrator do?
Organization Administrator is an optional role for a trusted person who needs to help manage your entire Organization. It is a Pro feature. The Owner opens Organization Settings, expands Organization access, and sends an invitation. Access starts only after the invitation is accepted. If the person has volunteered before, Signup Crew reuses their identity and preserves their Volunteer history. Administrators can manage normal Organization settings, team access, Events, Volunteers, communications, and daily operations. They cannot manage Owner-only billing, transfer ownership, reactivate the Organization after access ends, or permanently delete it. Event Manager and Event Staff access remains limited to the assigned Event.
Read the full guide: Understand customer roles and Event access
Can Event Staff see every Event in my Organization?
No. Event Staff access applies only to the assigned Event. It does not create Organization-wide authority.
Read the full guide: Understand customer roles and Event access
When can I check someone in?
For an RSVP Event, check-in opens automatically 30 minutes before the Event starts and closes when it ends. An authorized event user may open check-in earlier on the Event date. For a Volunteer Event, an active assignment may be checked in until its shift ends. Existing attendance can still be corrected where the interface allows.
Read the full guide: Check in RSVP attendees and add walk-ins
Does a waiting-list party move up automatically when space opens?
No. An organizer reviews the waiting list and chooses Promote to Confirmed. The entire party must fit in the available capacity.
Read the full guide: How RSVP registration, capacity, and waiting lists work
Can I add a walk-in?
Yes, where your role and the Event state allow it. Search the roster first. A Volunteer walk-in chooses an available shift; an RSVP walk-in creates a normal party and may be registered before check-in opens.
Read the full guide: Check in RSVP attendees and add walk-ins
Can I see a Volunteer’s history?
Yes. Open Volunteers, choose a profile, and expand participation cards. Attended shifts include eligible attended scheduled hours and a downloadable Volunteer Service Record.
Read the full guide: Review Volunteer participation and service history
How do I remove a Volunteer or cancel their shift?
To remove a Volunteer from one eligible shift, open the Volunteer Event’s Volunteers page and choose Cancel assignment. Use Reassign shift to move an eligible future assignment instead. To remove a profile from the active Organization Volunteer Directory, open the profile and choose Archive Volunteer. These actions preserve participation history; the Directory does not provide permanent Volunteer-profile deletion.
Read the full guide: Manage Volunteer assignments
Read the full guide: Use the Volunteer Directory and Volunteer profiles
Why did someone not receive an email?
Check that the address is present and correct. The recipient may have unsubscribed from broad Organization updates or the address may be suppressed after a delivery problem. Provider acceptance does not guarantee inbox placement; ask the recipient to check Spam or Junk.
Read the full guide: Understand delivery, unsubscribe, and suppression
Can I resend an email?
Completed Event or Organization communications do not have a resend button. Review the original under Communication history or History, then compose and send a new message. A pending Event Manager or Event Staff invitation is different: an Organization Owner can use Resend Invite under Pending Invitations.
Do replies go to my personal email address?
Only if an Organization Owner configured that address as Reply-To Email in Organization Settings. Reply-To is private and does not change the From address.
Can I use Google to sign in?
Yes. Choose Continue with Google on the sign-in or account-creation page. Use the Google account whose email matches your Signup Crew access.
How does the Signup Crew trial work?
An eligible customer receives one 14-day Crew Free Trial after creating an account and confirming their email. No card, plan choice, billing information, or Organization name is required to start. During the trial, an Organization Owner can choose Basic, Crew, or Pro and authorize a payment method through secure Stripe Checkout. Nothing is due that day; the first full billing period begins when the trial ends. Authorized Pro access starts immediately for the remaining trial; cancelling it before the billing boundary restores Crew for the remaining trial time. A future Basic selection keeps Crew through the boundary but prevents new higher-plan commitments after Checkout opens. Cancelling or recreating a subscription does not create another trial. Individuals and organizations can both subscribe.
Read the full guide: Manage plans, billing, and subscriptions
When do plan changes and cancellation take effect?
Upgrades apply immediately with Stripe-calculated proration. Downgrades and cancellation take effect at the end of the current paid period, so paid-through access remains available. Cancellation does not automatically issue a refund.
Read the full guide: Manage plans, billing, and subscriptions
Read the full guide: Cancel a subscription, request a refund, or close an account
What is included in Basic, Crew, and Pro?
Basic includes RSVP Events and their normal registration, capacity, waiting list, check-in, communication, export, and sharing workflows. Crew includes all Basic capabilities plus complete Volunteer Event management, the Volunteer Directory, standard Volunteer exports, and Duplicate Event. Pro includes all Basic and Crew capabilities plus optional Organization Administrator access, Event-team delegation, cross-Event Volunteer service history and records, advanced service reporting, and Duplicate Day.
Read the full guide: Manage plans, billing, and subscriptions
What happens to my information if I downgrade?
A downgrade changes access when it takes effect; it does not delete Events, registrations, attendance, messages, or role history. Basic cannot be selected until current Volunteer obligations and active higher-plan team assignments are resolved. On Basic, past and cancelled Volunteer Events remain available in a limited read-only history, while Volunteer management and exports remain unavailable. Preserved Organization Administrator, Event Manager, and Event Staff assignments are marked Suspended by plan and grant no access. These capabilities resume under the normal authorization rules after an eligible upgrade. When Basic is selected during an internal trial, Crew remains the current plan until expiration, but new Volunteer work, communications, and higher-plan assignments are blocked after Checkout opens so no new unsupported commitments can be created.
An unpublished Volunteer draft with no registrations, reminders, queued communications, team obligations, or other active commitments does not block Basic. Signup Crew keeps that draft and its history; it becomes read-only when Basic takes effect. Published or otherwise committed Volunteer activity still must be resolved first.
Read the full guide: Manage plans, billing, and subscriptions
How do I change, upgrade, or downgrade my plan?
An Organization Owner opens Organization Settings, chooses Open Billing under Plan & Billing, then chooses Change plan. Select Basic, Crew, or Pro and a monthly or annual billing frequency, review the requested change, and choose Confirm plan change. Upgrades apply immediately with Stripe-calculated proration. Downgrades take effect at the end of the current billing period, and current-plan features remain available until then.
Read the full guide: Manage plans, billing, and subscriptions
Can I pay annually or change my billing frequency?
Yes. Signup Crew offers monthly and annual billing, with annual pricing saving about 20% compared with paying monthly. On the Billing page, choose Change plan, select the plan and Billing frequency, review the requested change, and choose Confirm plan change. A frequency-only change is scheduled for the end of the current billing period.
Read the full guide: Manage plans, billing, and subscriptions
How do I change my credit card or find an invoice?
An Organization Owner opens Organization Settings, chooses Open Billing, and selects Manage billing. The Stripe Customer Portal lets you update an eligible payment method or billing information and find invoices and receipts. Signup Crew does not store card details.
Read the full guide: Manage plans, billing, and subscriptions
How do I cancel my subscription?
Follow Organization Settings → Plan and Billing → Manage Billing → Cancel Subscription. Manage Billing opens Stripe's secure billing portal. Review the effective end date before confirming. Signup Crew keeps the access shown in Billing through that date and records the cancellation after Stripe confirms it.
Read the full guide: Cancel a subscription, request a refund, or close an account
Read the full guide: Manage plans, billing, and subscriptions
What happens if my subscription payment fails?
Signup Crew provides a seven-day payment grace period after Stripe reports a failed renewal. Existing plan access continues during that period. Use Manage billing to update the payment method. If payment remains unresolved when the grace period ends, paid-plan access is suspended, while existing data is preserved.
Read the full guide: What happens when a subscription payment fails
Can I get a refund?
Cancellation does not automatically issue a refund. Monthly plans generally are not refunded after a billing period begins. Annual plans do not receive an automatic prorated refund after cancellation. Signup Crew may issue a discretionary refund in an unusual customer-service case; email support@signupcrew.com to request review.
Read the full guide: Cancel a subscription, request a refund, or close an account
How do I close or cancel my Signup Crew account?
Cancelling the paid subscription is different from permanently deleting an Organization or account. Open Organization Settings, go to Plan & Billing, choose Open Billing, and select Cancel subscription. Complete the cancellation in Stripe's Customer Portal unless a plan change is already scheduled; in that case, confirm it on the Billing page.
If you already have a downgrade scheduled and then cancel your subscription, the pending downgrade is replaced by the cancellation. Your current plan remains active through the end of the paid billing period.
Cancellation stops future renewals, but full access continues through the end of the current paid period. When that period ends, public signup activity stops and the Organization is read-only for 14 days. Users may view existing data but cannot make operational changes. Existing public Event pages may remain reachable during those 14 days, but cannot accept RSVPs, Volunteer signups, waitlist joins, or other public actions. Only the Organization Owner may reactivate.
After day 14, access is blocked for all users and public Event and Organization pages are unavailable. Data remains retained internally until day 60 for possible Owner reactivation. Reactivation before day 60 restores retained data, but previously public Event pages do not automatically republish; organizers must review and explicitly republish relevant Events. If the Organization is not reactivated before day 60, its retained data is deleted according to Signup Crew's retention policy. Signup Crew does not offer self-service permanent deletion. The Organization Owner may email support@signupcrew.com to request deletion before the retention period ends. Support verifies the request before an authorized administrator schedules the irreversible deletion. Signup Crew may retain the minimum billing, payment, and audit records required for financial, security, legal, and compliance purposes. Shared login identities are not deleted merely because one Organization is deleted.
Read the full guide: Cancel a subscription, request a refund, or close an account
Can a complimentary or internal Organization stay active permanently?
No. Complimentary access is an approved, time-limited authorization managed by a Signup Crew super admin; it is not a self-service plan. A grant can last 30 days, 90 days, 6 months, 1 year, or another approved period of no more than 12 months. After access expires, the Organization is read-only for the first 14 days, then blocked but retained. Data is retained for a total of 60 days from the expiration date, including the first 14 read-only days. On day 60, retained operational data is deleted unless access has been restored or a valid retention extension applies. Signup Crew may renew the authorization during retention, or the Organization Owner may convert to a normal paid subscription. Restored Events remain private until an organizer reviews and explicitly republishes them.
Read the full guide: Complimentary and internal organization access
Can Signup Crew change an uncharged trial to complimentary access?
In an approved case, Signup Crew may convert an active trial that has not been charged to finite complimentary access. The Stripe trial ends immediately, the selected complimentary period replaces commercial trial access, and the same Organization, Owner, Events, registrations, and operational data remain in place. Billing and trial history are preserved. This is not self-service and does not apply to a paid, past-due, disputed, or otherwise unresolved subscription.
Read the full guide: Complimentary and internal organization access
Do I need a card for promotional access, and what happens when it ends?
No card or payment method is required to redeem a promotional link. The Billing page shows the promotional plan and expiration date. Starting seven days before expiration, Continue with a paid plan lets the Owner review a plan and billing frequency without starting paid billing. Paid Checkout is available only at or after expiration. During read-only access, an Organization Owner can open Organization Settings → Plan & Billing → Open Billing, select Continue with a paid plan, choose a plan and billing frequency, then select Continue to Secure Checkout. If access is blocked, use Reactivate Signup Crew. Paid billing starts when Checkout completes and does not include another 14-day trial. The same Organization and retained Events/data stay with your account. After expiration, the first 14 days are read-only and data is retained for 60 days total under the existing lifecycle. A Signup Crew super admin may approve a finite complimentary extension. Promotional access cannot be converted to paid before expiration without starting billing early.
Read the full guide: Redeem and continue after promotional access
What happens to a past Event?
It moves to Past after its effective end time. Attendance, communications, and reports remain available. Past Events are not automatically archived.
Read the full guide: Understand Current, Past, and Archived Events
How do I contact Signup Crew Support?
Email support@signupcrew.com. Include your Organization name, Event name when applicable, current page, and a short description. Never send passwords or payment-card information.